Service Center Associate, Contracts & Reporting

Role Overview

The Service Center, Associate, Contracts & Reporting supports the Tennessee Board of Regents (TBR) System Office and its colleges across Human Resources, Payroll, Finance, Procurement, Contracts & Payment Services, and Student Records & Financial Aid. The associate ensures contracts and reporting transactions are completed accurately, timely, and in compliance with institutional, TBR, state, and federal regulations. The role utilizes sophisticated technology, provides high‑level customer service, and may include remote work within Tennessee with periodic visits to the TBR System Office in Nashville and travel to TBR colleges.

Responsibilities

• Assist with processing System Office, institutional, and system‑wide contracts.
• Respond to inquiries from System Office staff, Council of Buyers, Contracts Officers, and other campus constituents regarding contracts.
• Advise System Office and institution staff in preparing contract documents.
• Perform contract review, revisions, and amendments.
• Review contract requests for correct form usage and compliance.
• Process order forms for defined third‑party contracts.
• Enter contract information, set up new users, upload contracts, and maintain the TBR Contracts Log.
• Maintain electronic contract files.
• Monitor contract expirations and renewals.
• Serve as backup for other team members in their absence.
• Communicate contract‑related issues to employees and administration.
• Field internal questions and research contract processing concerns.
• Respond to vendor questions regarding contracts.
• Work cooperatively and effectively with other departments.
• Provide consultative services to the System Office and institutions on best‑practice implementation for contracts and reports.
• Assist in training related to contracting and reporting.
• Prepare institutional, TBR, state, and federal required reporting, as well as ad‑hoc reports.
• Perform additional duties as assigned.

Knowledge, Skills, and Abilities

• Knowledge of procurement and contract terminology and practices.
• Broad knowledge of federal and state laws and guidelines.
• Willingness and passion to learn new hardware and software systems.
• Ability to analyze data and inquiries, think critically, and make appropriate decisions.
• Effective organizational and time‑management skills.
• Ability to work independently or as part of a team without close supervision.
• Strong interpersonal skills.
• Effective written and oral communication abilities.
• Ability to understand customer needs and provide quality service.
• Ability to maintain confidentiality in compliance with HIPAA, FERPA, and related regulations.

Minimum Qualifications

• Associate’s degree OR Administrative Assistant certificate OR high school diploma/GED.
• Minimum of three (3) years of procurement or contract experience OR a comparable combination of education and experience.
• Experience or training in Windows operating system and Microsoft Office Suite applications.

Preferred Qualifications

• Experience working in procurement or contracts in a college or university setting.
• Experience within a shared services operating environment.
• Experience in procurement or contracts at a TBR institution or state administration.
• Experience with Banner or a similar ERP system.
• Experience with Jaggaer or a similar procurement system.